We are looking for a Personal Assistant to support our Director. If you are a driven individual who love to be on the move, we want you! In this career, no two days are the same!
Essential/Primary Responsibilities:
Assists the Director with daily personal administrative duties and completes a broad variety of tasks to ensure the Director’s day run smoothly. This includes:
Calendar, Communication & Time Management:
- Manage an active calendar of daily appointments and events for the Director.
- Able to adapt to the changing needs of the Director and to adjust any schedule items as required.
- Plan, coordinate and ensure the Director’s schedule is followed and respected.
- Screen and manage phone calls for the Director; Assist in circulating documents for signatures.
- Manage time effectively for the Director, ensuring focus on high-priority and important tasks.
Travel Arrangements:
- Manage detailed travel plans, itineraries and agendas which includes booking of flights, accommodation, visa applications, transportation etc.
- Organize and maintain receipts, records, and documentation for company claim.
- Prepare and submit expense report for the Director.
Information Management:
- Conduct research, gather information and present data in a succinct and well-written manner.
- Distil all information received to a timesaving yet informative summary to the Director.
Event Planning:
- Assist in planning and organizing personal events, conferences or functions.
Liaison Role:
- Act as a liaison between the Director and other staff members and external contacts.
- Works closely and effectively with the Director to keep her well informed of upcoming commitments and responsibilities, following up appropriately.
Personal Support:
- Provide personal support to the Director, which include managing personal appointments, running errands or engaging in other activities (e.g. daily life tasks such as dropping off /picking up of personal items).
- Be on-call and on standby, continuously available. Must be ready to assist whenever required.
- Flexibility to travel as and when required.
- Able to work flexible hours when required.
- Any other ad-hoc assignments/projects assigned by the Director.
Experience & Education:
- Diploma / Certification in Business Management
- Minimum 3 relevant experience in providing significant secretarial / personal administrative support
Skills & Abilities:
- Being a trusted confidante and exercise utmost discretion and maintain confidentiality at all times.
- Strong organisational skills & problem solving – able to anticipate potential issues and proactively resolve them.
- Being intuitive – Ability to anticipate the needs of the Director, well before she expresses her needs.
- Tech-savvy and having technological prowess - Proficient in Microsoft Office e.g. Outlook, Word, Excel.
- Ability to work independently and work under pressure at times to handle a wide variety of activities.
- Ability to exercise good judgment in a variety of situations, with strong written and verbal communication.
- Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
- Ability to multitask and switch gears at a moment’s notice.
